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The Role
Coordinate residential real estate closings from title commitment review through funding, disbursement, recording, and post-closing completion. Prepare and verify settlement statements, Closing Disclosures, ALTA statements, payoffs, prorations, taxes, and fees. Communicate with buyers, sellers, lenders, agents, attorneys, and title teams; verify funds and wire instructions; resolve discrepancies; maintain compliant, accurate, audit-ready files; and escalate title, legal, funding, or compliance issues.
Summary Generated by Built In
Position: Settlement Assistant
Department: Settlement Team / Production
Role Type: Work from OƯice
Employment Type: Full-Time
Shift: US Business Hours
Experience: 4 - 5 years in Settlement Team
Position Summary
The Settlement Agent is responsible for coordinating and facilitating the real estate closing
and settlement process from receipt of the final title commitment through disbursement
and completion of the transaction.
The Settlement Agent works closely with buyers, sellers, lenders, real estate agents, title
examiners, attorneys, and other parties to ensure that all closing requirements are
satisfied, documents are accurately prepared and executed, funds are received and
properly disbursed, and the transaction is completed in compliance with company
policies, lender instructions, and applicable federal and state regulations.
The ideal candidate should have strong attention to detail, excellent organizational and
communication skills, and the ability to manage multiple transactions while meeting strict
closing deadlines.
Key Responsibilities
1. Pre-Closing & Settlement Preparation
- Review the title commitment, title requirements, lender instructions, and closing file for completeness.
- Coordinate with the title and closing teams to clear outstanding title requirements.
- Review payoƯ statements, invoices, tax information, HOA/condominium
information, and other settlement-related documents. - Obtain and verify necessary documents and information from buyers, sellers, lenders, real estate agents, and other parties.
- Prepare or coordinate preparation of settlement statements, Closing Disclosures,
- ALTA Settlement Statements, and other closing documents as applicable.
- Verify that all financial figures, credits, prorations, fees, commissions, taxes, payoƯs, and adjustments are accurate.
- Review lender instructions and ensure all lender-specific closing requirements are satisfied.
- Coordinate with all parties to resolve discrepancies prior to closing.
2. Closing Coordination
- Schedule and coordinate real estate closings with all parties.
- Communicate closing date, time, location, and requirements to the buyer, seller, lender, agents, and other stakeholders.
- Ensure that all required closing documents are available and properly prepared.
- Conduct or assist with the closing process and facilitate execution of required documents.
- Verify identification and signing requirements in accordance with company policies and applicable regulations.
- Ensure that documents are properly signed, notarized, dated, and completed.
- Handle questions and issues that arise during the closing process and escalate complex matters when necessary.
3. Funds & Disbursement
- Confirm receipt of required closing funds prior to disbursement.
- Verify wire instructions and follow company procedures designed to prevent wire fraud.
- Review the final settlement figures before disbursement.
- Coordinate payment of lender payoƯs, taxes, commissions, recording fees, HOA balances, seller proceeds, and other authorized disbursements.
- Prepare and process disbursement packages and authorization documentation.
- Ensure funds are disbursed accurately and in accordance with the settlement statement and closing instructions.
- Maintain accurate records of all incoming and outgoing funds.
- Coordinate with accounting or escrow personnel to reconcile the closing file.
4. Post-Closing
- Review the completed closing package for missing signatures, dates, initials, notarizations, or other deficiencies.
- Coordinate recording of deeds, mortgages, releases, and other recordable documents.
- Follow up on rejected or deficient recordings and coordinate corrections.
- Ensure final title policy requirements are satisfied.
- Provide completed closing documentation to appropriate parties.
- Confirm that all post-closing requirements have been completed.
- Maintain an organized and audit-ready closing file.
5. Customer & Stakeholder Communication
- Serve as a primary point of contact for settlement-related questions.
- Communicate professionally with buyers, sellers, lenders, real estate agents, attorneys, and other transaction parties.
- Provide timely updates regarding closing status, outstanding requirements, funding, recording, and disbursement.
- Respond promptly to emails and telephone calls.
- Explain settlement procedures and documents clearly while maintaining professionalism and confidentiality.
- Escalate legal, title, funding, or compliance issues to the appropriate manager or attorney.
6. Compliance & Risk Management
- Follow company policies, title underwriter requirements, lender instructions, and applicable state and federal regulations.
- Maintain strict confidentiality of customer, financial, and transaction information.
- Follow established procedures for wire verification and fraud prevention.
- Comply with applicable requirements relating to identity verification, OFAC screening, escrow accounting, and record retention.
- Immediately report suspicious activity, discrepancies, wire fraud concerns, or compliance issues to management.
- Maintain accurate and complete transaction records.
- 4–5 years of experience in title, escrow, settlement, real estate closing, mortgage, or a related field preferred.
- Knowledge of the U.S. real estate closing and title insurance process.
- Understanding of settlement statements, title commitments, payoƯs, prorations, and closing documents.
- Strong knowledge of Microsoft OƯice, Google Workspace, or similar productivity tools.
- Experience with title/escrow software such as AccuTitle, SoftPro, ResWare, Qualia, or similar platforms is preferred.
Preferred Experience - Experience handling residential real estate purchase and refinance transactions.
- Experience preparing or reviewing ALTA Settlement Statements and/or Closing Disclosures.
- Experience coordinating lender closings.
- Experience with title clearance and closing requirements.
- Experience handling escrow funds and disbursements.
- Knowledge of recording and post-closing procedures.
- Experience working with U.S. title agencies, settlement companies, lenders, or real estate law firms.
Key Skills & Competencies
Technical Skills
Title and settlement process knowledge
Closing document preparation and review
Settlement statement analysis
PayoƯ and tax verification
Escrow and disbursement procedures
Title commitment review
Recording and post-closing procedures
Microsoft OƯice / Google Workspace
Title production and closing software
Soft Skills
Excellent attention to detail
Strong written and verbal communication
Time management and organization
Problem-solving ability
Ability to work under deadline pressure
Customer service orientation
Strong follow-up skills
Ability to manage multiple transactions simultaneously
Professional judgment and discretion
Team collaboration
Performance Expectations / KPIs
The Settlement Agent will be evaluated based on:
- Closing Accuracy: Accuracy of settlement statements, closing documents, and disbursements.
- On-Time Closings: Percentage of assigned transactions closed within scheduled timelines.
- File Quality: Percentage of files completed without avoidable errors or missing documentation.
- Turnaround Time: Timely completion of pre-closing and post-closing requirements.
- Disbursement Accuracy: Zero or minimal preventable funding/disbursement errors.
- Customer Service: Responsiveness and professionalism with clients and transaction parties.
- Compliance: Adherence to company, lender, underwriter, and regulatory requirements.
- Escalation Management: Timely identification and escalation of title, funding, compliance, or closing issues.
- Productivity: Ability to eƯiciently manage assigned transaction volume while maintaining quality.
- Post-Closing Completion: Timely recording, policy issuance, and completion of outstanding requirements.
Working Conditions
- Full-time position.
- May require extended hours to accommodate closing schedules and transaction deadlines.
- Frequent communication through email, telephone, and video conferencing.
- Requires the ability to manage multiple transactions and competing priorities.
- Position may be oƯice-based, hybrid, or remote depending on company requirements.
Core Objective
To ensure every real estate transaction progresses from pre-closing through funding,
recording, and final completion accurately, eƯiciently, securely, and in compliance
with company, lender, underwriter, and regulatory requirements.
Success in this role means:
Accurate Closing + Timely Funding + Proper Disbursement + Complete Documentation
+ Satisfied Clients
Requirements
Title & Settlement Process Closing Documents Settlement Statement Analysis Title Commitment Review Escrow & Disbursement Post-Closing Procedures U.S. Real Estate Closing Lender Coordination Title Clearance ALTA / Closing Disclosures Attention to Detail Communication Problem Solving Transaction Management Compliance.
Skills Required
- 4-5 years of experience in title, escrow, settlement, real estate closing, mortgage, or a related field
- Knowledge of the U.S. real estate closing and title insurance process
- Understanding of settlement statements, title commitments, payoffs, prorations, and closing documents
- Strong knowledge of Microsoft Office, Google Workspace, or similar productivity tools
- Experience with title or escrow software such as AccuTitle, SoftPro, ResWare, Qualia, or similar platforms
- Experience handling residential real estate purchase and refinance transactions
- Experience preparing or reviewing ALTA Settlement Statements and Closing Disclosures
- Experience coordinating lender closings
- Experience with title clearance and closing requirements
- Experience handling escrow funds and disbursements
- Knowledge of recording and post-closing procedures
- Experience working with U.S. title agencies, settlement companies, lenders, or real estate law firms
- Strong attention to detail, organization, communication, problem-solving, follow-up, and transaction-management skills
- Ability to manage multiple transactions and competing priorities under deadline pressure
- Ability to maintain confidentiality and exercise professional judgment and discretion
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The Company
What We Do
At Vserve, we are award winning eCommerce specialists! Vserve is one of the leading full-service ecommerce agencies that offers a range of ebusiness solutions, catalog management services, and business intelligence expertise. In short, we specialize in delivering customized ecommerce solutions that make your business work for you so that you can work less!
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